Executive Assistant at Illinois Action For Children – Chicago, Illinois
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About This Position
ABOUT US
Illinois Action for Children (“IAFC”), a local, state, and national leader in the early childhood care and education sector for over 50 years. IAFC programs, services, and advocacy improve learning and life outcomes for children and families, including reducing the effects of poverty. IAFC works to ensure that every child in Illinois – particularly those in need – have access to the necessary resources to succeed in school and in life.
Along with our mission, IAFC is committed to building and maintaining a diverse, equitable, inclusive, and anti-racist culture. We are dedicated to this pledge through our hiring practices and our focus on creating a culture and environment where diverse perspectives, ideas, and identities are valued and integrated into our way of working and servicing our staff and clients. IAFC staff represent a wide diversity of racial, socio-economic, gender, religious, and national identities. We welcome all applicants who share our mission and vision to join us in our essential work.
JOB SUMMARY
Under the direction of the CEO, the Executive Assistant provides support services to the CEO including project management, administrative and office support services. Works under general objectives established utilizing a high level of initiative and discretion in prioritizing work and in performing duties that are generally complex and confidential in nature. Screens and handles situations for, and in the absence of, the CEO, determining urgency of issues, appropriate course of action to be taken, and appropriate follow-up and reporting.
This incumbent will be expected to promote and adhere to the workplace mission, vision, and values.. All work to be completed with minimum supervision and in accordance with organizational standards.
ESSENTIAL DUTIES AND RESPONSIBILITIES include but are not limited to the following. The organization reserves the right to add to, delete, change, or modify the essential duties and responsibilities at any time.
- Maintain a close and highly responsive relationship to the day-to-day activities and needs of the CEO and at times, supporting others on the Senior Vice President Team. Develop a daily work plan and communicates regularly with the CEO to ensure priorities are addressed. Follow-up with appropriate staff, including Executive team, to ensure deadlines are met and work plan is completed.
- Anticipate and prepare materials needed by the CEO for appointments, correspondences, telephone calls, meetings, and conferences and keeps the CEO informed on issues. Schedule and coordinate meetings as necessary with both internal staff and external relationships.
- Ensure requests for action or information are relayed to appropriate staff members; interprets request as needed and helps implement action; ensures information is furnished in a timely and appropriate manner through own action or action of others with timely follow-up.
- Compose correspondence on own initiative about administrative matters and general policies, based upon knowledge of Illinois Action for Children and the CEO’s or designee views, for approval.
- Research and prepare special or ad hoc reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, or files. Screen and analyze all incoming telephone calls, visitors, and requests; personally respond to the need for information and assistance, assess and triage requests, including assisting callers with complaints. Screen and analyze incoming mail, which includes determining the recipient of the mail.
- Serve as a liaison support between Board members and the CEO. Compose agendas and minutes for various committees and meetings including typing and distribution of minutes, update Board Portal and send accompanying materials to the Board. Coordinate new board member orientation and training on the Board portal.
- Coordinate logistics for all meetings and conferences, including travel arrangements, organizing meetings, including scheduling, coordinating agendas for approval for leadership team and board meetings; sending reminders, and organizing catering when necessary.
- Schedule meetings via online platforms. Take notes during meetings and ensure follow up related to action steps/assignments. Prepare Expense and Travel Reports for appropriate signatures as well as expediting invoices for payments.
- Uses multiple technical applications including word processing, database management, spreadsheets, manage online platforms, graphics and presentation software, electronic calendar, email, and other technical/scientific applications.
- Type and take meeting minutes; establish and maintain office files; requisitions, Board minutes and reports, supplies, printing, maintenance, or other services; coordinate personnel and administrative forms, such as expense reports and forwards for processing. Compose, edit letters, memoranda and reports as needed.
- May provide functional supervision to clerical, administrative and/or support staff as assigned.
- Other Functions: The organization may assign other functions to the job at its discretion.
SUPERVISES
Coordinator, Administrative
WORKING RELATIONSHIPS: The titles of individuals, components, and organizations with which the position has the most frequent contact both inside and outside the company.
- Illinois Action for Children Board of Directors
- Key staff of various government agencies, including the Office of The Governor, IDHS, and other state agencies
- Executive and Senior Management team
- Various external agencies
- Funders and foundations
QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
EDUCATION and/or EXPERIENCE:
Bachelor's degree and 3-5 years of related experience. Prior experience in an administrative or executive support role a plus. Advanced computer/technical, editing and presentation skills are a must. Must be detailed oriented and have great organizational and communication skills. Ability to maintain confidential information as well as compose and edit letters, memoranda, and reports.
CERTIFICATES, LICENSES, REGISTRATIONS:
Notary public license a plus.
OTHER SKILLS AND ABILITIES:
- Strong written and verbal communication skills
- Excellent organizational skills
- Detail-oriented
- Ability to use good judgment in handling difficult situations
- High degree of initiative
- Ability to work collaboratively within the organization and lead change
- Ability to multi-task
EQUAL EMPLOYMENT OPPORTUNITY:
Illinois Action for Children provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
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Job Location
Job Location
This job is located in the Chicago, Illinois, 60640, United States region.